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Office@Hand: Initiating an Audio Conference with Office@Hand Desktop App
Article #7809

How do I initiate an Audio Conference with the Office@Hand Desktop App?

Conference calling allows you to set up, host and join conference calls on your computer, as well as your desk phone, smart phone, or tablet. This article provides information on how to set up and use the Office@Hand conference feature on the Office@Hand Desktop App. Click on the links below to learn more.

Starting a Conference 
Inviting Conference Participants
Starting a Conference from a Conversation Thread
Joining as a Participant 

Starting a Conference

  1. Log in to your Office@Hand Desktop App.
  2. Click Start Conference.

    Click Start Conference

  3. You will see the following options in the Conferencing section of your Office@Hand Desktop App:

Conferencing options

 

 

1. Dial-In Number
Select the Dial-In Number from the dropdown list. This number is what your Participants will call to join the Conference.

Users have a Host access code and a unique Participant access code. These codes are used when joining a Office@Hand audio conference.

2. Host access code

The Host access code permits the Host to manage the Conference via Touch tone commands.

3. Participant access code The Participant access code allows participants to join the Conference. Participants also have access to Touch tone commands to manage their Conference settings.

4. Include additional dial-in numbers

When sending invites to International Participants, you have the option to Include additional dial-in numbers, so your International Participants can dial a local number where they are located. A link where Participants can find the list of additional dial-in numbers is also included in the invite when this option is enabled.

5. Join before host

When turned on, participants can join the Conference even without the Host.

6. Invite with Text

Allows the Host to invite Conference Participants via Text message.

7. Invite with Email

Allows the Host to invite Conference Participants via Email.

8. Start Conference

Allows the Host to start the Conference immediately after clicking the button.

 

Inviting Conference Participants

You may invite Participants to the Conference either by sending a Text message or email. Click on the links below to know more.

Invite with Text

  1. Click Start Conference.

    Click Start Conference

  2. Click Invite with Text.

    Click Invite with text

Note: When “Include additional dial-in numbers” is enabled, you will be asked to choose which numbers you want to include as additional dial-in numbers. Select the numbers from the list and then click the check mark or the Save button.   

Additional dial in numbers.

Enter the Name or Number of the Participant that you wish to invite in the To: field and then, click Send.

Click Send.

QUICK TIPS:

  • Click the button to add Participant/s from your Address book contact. Just click on the contact that you wish to invite and then click on the contact’s Extension number or Phone number. You can add one (1) number per contact at a time.

    Add participants

  • You can send an Invite by text to multiple contacts and phone numbers at a time. You can separate the phone numbers by using a comma (,). The Invite by text will be sent to multiple Users in your BT Cloud Phone account as a Group Message, while invites sent to non-BT Cloud Phone numbers will be sent separately to each number.
  • You can also edit your Invite by text and insert emojis before clicking on Send.

Invite with Email

  1. Click Start Conference.

    Click Start Conference

  2. Click Invite with Email.

    Click Invite with Email

    Note: When Include additional dial-in numbers is enabled, you will be asked to choose which numbers you want to include as additional dial-in numbers. Select the numbers from the list and then click the check mark or the Save button. 

    Additional dial in numbers.

  3. Your computer’s default mail program will appear. Enter the Email Address of the Participant that you want to invite and then, click Send

    Click Send

Starting a Conference from a Conversation Thread

A Conference Host can start the conference through the following options: 

  • Start the Conference via the Conferencing section of the Office@Hand Desktop App
  • Start the Conference via the Text invite sent to a Messaging group

Start the Conference via the Conferencing section of the Office@Hand Desktop App

  1. Log in to your Office@Hand Desktop App.
  2. Click Start Conference.

    Click Start Conference

  3. Click Start Conference.

    Click Start Conference

Start the Conference via the Text invite sent to a Messaging group  

  1. Log in to your Office@Hand Desktop App.
  2. Click the Messages tab, and then click the Messaging group where the invite was sent.

    Click the messaging group.

    Note: You can click the Text tab under Messages to view text messages only.

    View text messages only.

  3. Click Start Conference

    Click Start Conference

    Note: The Office@Hand Desktop App will resend the Text invite to the group when you click the Conferencing button. 

  4. The Office@Hand Desktop App will immediately dial the conference number and will automatically enter your Host Access code.

    Host access code automatically entered

    Note: To add a Conference Participant during the conference, click the Add button, and then dial the number of the participant that you wish to add. Once you have the additional participant on the line, click the green Add button.

    additional conference participant

Joining as a Participant

  • Joining an Office@Hand Conference through the Office@Hand Desktop App
  • Joining a Office@Hand Conference through a non-Office@Hand device or app 

Joining an Office@Hand Conference through the Office@Hand Desktop App

If you are an Office@Hand User and received the Conference invite on your Office@Hand Desktop App, follow the steps below.

  1. Log in to your Office@Hand Desktop App.
  2. Go to the Messages tab Messages icon and then, select the Office@Hand Conference invitation.  

    Select the Office@Hand conference invitation.

  3. Click the Dial-In Number. Depending on the settings of your Office@Hand Desktop App, it will either call the Dial-In Number, or prompt for a RingOut. For more information, go to Making a call from the Office@Hand Desktop App.

    Click the Dial in number

  4. Enter your Participant Access Code, and then press the Pound/Hash key #. Further instructions will be provided over the phone.

Joining a Office@Hand Conference through a non-Office@Hand device or app 

  1. Open the email or text message for the invite.
  2. Take note of the Dial-In Number and the Participants Access Code.
  3. Call the Dial-In Number and then listen to the prompt.
  4. Dial the Participant’s Code and then press the Pound/Hash key #.
    Note: Further instructions will be given over the phone.

QUICK TIP: When you add people directly to the call on the Office@Hand Desktop App, it’s called local conference. These calls are reported as one-on-one calls in the call log and is limited to seven (7) participants. With the Promotion to Conference bridge feature, Users will be able to increase the number of conference participants when necessary. See Office@Hand: Promoting Local Conference on the Office@Hand Desktop App to learn more.

See Also:
Office@Hand: Active Call Controls for the Desktop App Conferencing on Office@Hand Mobile App

Keywords: conference, conferencing, 7809